Data strategies designed to strengthen businesses and empower governments
In-Depth Investigation
Conduct an in-depth review of all financial data, transactions, and internal processes to identify any lost
From Data to Growth
Complete your finance automation project: turn data into results, not frustration. Get started today.
Identify gaps in your Operations
Discover opportunities to optimize your Operations & Finance in line with current regulations and innovations.
Enterprises and local authorities often face inefficient finance processes, old systems, and limited staff, causing mistakes and missed opportunities.
Our structured GAP analysis identifies where your Operations and Finance can improve and provides hands-on guidance at every step. With clear instructions, practical tools, and actionable insights, you can close gaps, optimize workflows, and make your Operations more efficient, reliable, and future-ready.
Develop your Operations & Finance
1. Draw a process flow
from quote → order → execution → additional work → delivery → control & approval → invoicing → reporting.
2. Task documentation,
specifying who enters data, when, and how (project managers, planners, administrative staff).
3. Standardize templates
for key documents, such as additional work forms, purchase orders, and subcontractor contracts.
4. Record consequences
directly at the source (e.g., purchasing → linked to project number).
5. Utilize a single central system
such as AFAS, Exact Online, Navision, Visma, e-Boekhouden.nl, Odoo, IBM or Oracle
6. Integrate systems
project administration ↔ CRM ↔ ERP ↔ accounting ↔ logistics ↔ purchasing, so that data does not need to be entered twice.
7. Implement digital invoice processing
(e.g., UBL, Scan & Recognize) to enable automatic matching of invoices with purchase orders.
8. Implement dashboard
to provide real-time insights into company performance (budget vs. actual), cash flow and liquidity, and profitability by customer, project, or order.
9. Engage professionals in monthly or weekly operational meetings
to review progress, change orders, outstanding items, and potential risks.
10. Provide training and monitor knowledge retention
for non-finance staff (e.g. planners, operations managers, and new hires - who influence cash flow).
Compliance
Operational excelence
Finance Tasks on time
Reporting
Above: A few important steps to consider from our GAP review
Every business is unique in terms of size, client arrangements, processes, and software budgets. Accordingly, we focus on solutions specifically tailored to your needs. Step by step, we provide pragmatic and practical support to optimize your operations.
Join other leading businesses we advise in exploring actionable steps to optimize your processes and stay ahead in the market.E-Invoicing
Regulations (Mainly in Europe)
EU Directive 2014/55/EU: E-invoicing is mandatory for public sector invoices.
B2B invoices: Each country may have additional requirements (formats, validation rules).
Global Developments
Outside Europe are moving toward standardized e-invoicing with government validation.
Getting Started with Peppol
Peppol is a global e-invoicing network that simplifies sending and receiving invoices.
E-invoice flow
Your Step-by-Step Guide to E-Invoicing via PEPPOL
1. Understand Peppol
Peppol (Pan-European Public Procurement On-Line) is a network designed for secure and standardized electronic document exchange, including invoices. Peppol uses a standard format (UBL or CII) to ensure compatibility across countries.
2. Check Requirements
Before starting make sure you have:
1) A company VAT number.
2) An accounting or ERP system that can generate Peppol-compliant invoices (UBL or CII format).
3) Access to a Peppol Access Point (AP) - A Certified provider that connects you to the network.
3. Choose a Peppol "Access Point"
Peppol requires an Access Point to send/receive documents.
1) You need a Access Point-ID.
2) Access to their platform or API for sending/receiving invoices.
4. Register on the Peppol Network
You must be registered as a participant in the network:
1) Your Access Point will register your company.
2) You'll get a Peppol ID (company identifier with Peppol).
5. Prepare your Invoice
Your invoice must be Peppol-compliant:
Use UBL (Universal Business Language) or CII (Cross Industry Invoice) formats. Including required data. *Most mordern accounting software can export invoices in UBL/CII format.
6. Send the invoice via "Access Point"
1) Upload you invoice (UBL/CII file) to your Access Point.
2) Your AP will validate the invoice and ensure it meets Peppol standards.
3) The AP sends it over the Peppol network to the recipient's Access Point.
7. Receive Confirmation
Once the invoice is delivered:
You may receive a receipt
(e.g., Delivery or Acceptance receipt)
from the "Recipient's Access Point".
8. Track Invoices
Your Access Point or ERP system may offer dashboard tracking.
9. Handle Exceptions
Sometimes invoices are rejected due to;
Missing mendatory fields,
format errors,
invalid recipient ID.
Correct the errors and resend.
10. Manage Invoices
Keep records for compliance, Accounting audits and VAT reporting.
11. Maintain Compliance
1) Ensure your system is always using the latest Peppol specifications.
2) Keep your company information and AP registration up to date.
3) Archive invoices according to your local tax laws.
Fund Recovery
Financial Data Analysis
Analyze internal transactions and invoices to identify lost or overpaid funds.
Improve internal controls and audits to recover money more quickly.
Automation & Tools
Use software to make tracking and recovering funds more efficient.
About
At Adminstrate, we understand that even the most successful enterprises and local governments are not immune to hidden risks. Over time, critical knowledge can be lost, processes may falter, and sophisticated software tools often remain underutilized. These silent inefficiencies quietly chip away at productivity, profitability, and strategic control.
For more than 15 years, we have partnered with organizations to navigate these challenges. Drawing on expertise in operations, finance, fraud detection, analytics, and technology, we help companies identify opportunities for growth, streamline complex operations, and regain full oversight of their business.
Many forward-thinking enterprises already rely on Adminstrate to strengthen their finance and operational capabilities. In a competitive landscape, every day without action can translate into lost advantage. By addressing inefficiencies today, organizations secure not only growth but resilience for the future.
Contact us
Adminstrate
Alfaa B.V.
Siriusdreef 17
2132 WT Hoofddorp
The Netherlands
Phone: +31 (0)6 2450 6211
E-mail: i.abarkan@adminstrate.com
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